Illustrative sample project Systems Setup and Cleanup
Systems
Business Systems Stack Audit
Tool sprawl rarely starts as a decision. This sample project inventories every tool, who uses it and who has admin, maps overlap, names a system of record for each kind of data, reviews access, scores each tool on use, fit, integration and ownership, and sequences a consolidation plan that retires tools last, after the data has moved.
Saltmarsh Marine Services (fictional) · Illustrative data. A hypothetical engagement that shows how Kelly would approach the problem. The skills are hers; the engagement is made up.
The scenario
- A 20-person boat repair and storage business at one marina site (illustrative).
- Fourteen tools and subscriptions, bought by five different people.
- Two project tools, two e-signature tools and three places that hold customer data.
- Two former employees still have active logins.
- Nobody can say which tools renew when or who is allowed to cancel them.
The ask: “What am I paying for, what do we actually use, and what can go?”
The approach
- Inventory first, including the free tools and the ones nobody mentions.
- Check actual use. Subscriptions are not the same as use.
- Map overlap by job, not by name.
- Name a system of record for each kind of data.
- Review access, admins, shared logins and former staff.
- Retire a tool last, after the data has moved.
Deliverables
- Tool inventory with owner, users, admin, plan and renewal month
- Capability overlap matrix
- System-of-record map
- Access review and offboarding checklist
- Four-question tool scorecard with verdicts
- Migration roadmap and stack register
What is real here
Kelly has coordinated system transitions across time tracking, billing, HR, payroll and project management, written system-access procedures, and worked in the tools shown. The company, inventory and counts are fictional.
Service path: Systems Setup and Cleanup
Related: Contractor systems
The storyboard
Saltmarsh Marine Services (fictional) · Illustrative data. Images are 16:9 slides from the sample project.
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